Whoo Console Guide
Building Managers
Step-by-step guide for Property Managers on how to use the Whoo Console.
Welcome to the Whoo Family!
On the day of installation, you will receive an invitation to access our Whoo Console — the platform you’ll use to add residents and invite them to connect with the new intercom system being installed at your building(s).
What You’ll Need to Get Started:
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Tenant Details
Including resident names, apartment numbers, and contact information (email and/or phone number) to properly configure the intercom and send app invitations. -
Credit Card Information
For activating your subscription. Payments are processed automatically through our secure system.
Create Your User Account
You’ll receive an email invitation that looks like the example below:
How to Activate Your Account
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Click the blue "Activate My Account" button.
This will open a new window in your web browser. -
Press "Continue" and follow the prompts to create a password.
This step completes the account creation process. -
Important:
Once your account is created, make sure to save your login information. This is how you'll access your building, so keeping this information secure is essential.
Getting Started in the Whoo Console
When you first log in to the Console, you may see an empty homepage with no Properties listed.
This simply means your account setup is still in progress. Your Sales Representative is working on adding your Properties and Buildings, and will notify you once everything is ready.
Setting Up Your Building
Once your Property(ies) and Building(s) have been added, you’ll need to complete the Resident Setup for each building.
Follow these steps:
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Click on the name of the Property that shows a status labeled “Setup Residents.”
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Then, click “Setup Residents” on the associated building card.
This will take you to the Building Setup screen, which consists of 2 simple steps to complete your configuration.
Step 1 of 2 – Upload Resident Info
a. Download the Template
Click to download the Excel template provided in the Console.
b. Fill Out the “My Building” Tab
Open the file and go to the “My Building” tab. You’ll see helpful tooltips and column headers starting in Row 3. Follow these instructions carefully:
ColumnDescription:
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Unit#- This is the most important field. Each unit number creates a button on the intercom.-The intercom system displays this information
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Label. (e.g., “LAST NAME”, “Front Desk”) -The intercom system displays this information
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Resident Name Used for your internal reference only and is searchable. Please put First Name, Last Name
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Email- Required if you want the tenant to receive a pairing email to download and connect the app.
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Phone #- (Optional )unless the tenant is not using the app. If no app is paired, the system will use this number to call the tenant.
You can refer to the “Examples” tab in the spreadsheet to see how the formatting should look, but only enter your data in the “My Building” tab.
Understanding Intercom Behavior
The Whoo intercom is designed primarily for residents to use the Whoo mobile app. The way the intercom behaves depends on whether or not the resident has paired their app:
✅ Scenario 1 – App Paired
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When a tenant downloads the app and completes pairing, their status in the Console changes from “Not Paired” to a green checkmark.
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Once paired, the intercom ignores the phone number and calls the app directly.
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Benefit: The tenant can answer from anywhere, see who is at the door with one-way video, and speak using two-way audio.
📞 Scenario 2 – App Not Paired
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If the tenant has not downloaded the app (status shows “Not Paired”), the intercom will call the phone number listed in the system.
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This ensures the tenant still receives calls even without the app, but it will be audio-only.
Multiple Users per Unit and Pairing Devices
You can add multiple users (roommates, family members, staff) to the same unit/button. If all have the app installed and paired, the first person to answer will get the video feed and speak to the visitor.
Pairing Tablets or Additional Devices
If you want to pair a tablet, additional phones, or any additional device
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You must create a separate entry in the spreadsheet for each device, even if it belongs to the same unit.
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This is because the system provides only one pairing code per device
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Each device needs its own pairing code to be linked to the intercom.
🔐 Important: Pairing codes are unique per user. If you want to pair more than one device, each one must be added as a separate contact in the sheet.
c. Upload the Completed File
Once your information is filled out under the “My Building” tab, go back to the Console and upload the file.
d. Click “NEXT” to proceed to Step 2.
Step 2 of 2 – Subscription Confirmation & Payment Method
This screen will display the number of subscriptions being added to your account.
You have two options:
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Click “Pay Now” if you’re ready to enter your payment details.
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Click “Send Invoice” if someone else (e.g., your Accounts Payable team) will handle the payment.
You will then be redirected to our secure payment provider, Stripe, where you can:
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Enter your credit card information
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Click “Subscribe” to complete the transaction
Your card will be charged annually based on the number of active subscriptions.
✅ Onboarding Complete
Once payment is submitted, you’ll receive a confirmation message letting you know that your onboarding is complete and your system is ready to use.
Inviting Your Tenants
Once your tenant list has been uploaded, you’ll see all the residents displayed in the Console.
To invite them to connect with the intercom:
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For each tenant, click the “Not Paired” button next to their name.
This will generate an auto-filled email containing a unique pairing code. -
Send the email to each tenant individually so they can download the app and complete the setup.
Two Ways to Send a Pairing Code to Your Tenants
You can send the pairing code using either of the following methods:
1. Click the “Not Paired” bubble
This will automatically open your email client and generate a pre-filled email containing everything the tenant needs to pair their phone with the intercom system.
2. Click the Person Icon in the Action Column
Then select “Send Pairing Code.”
Just like above, this will open your email with a pre-filled message ready to send to the tenant.
Both methods provide the tenant with the unique pairing code and clear instructions for getting started.
Adding an Additional Tenant or Device to a Unit
To add another resident or a device (like an iPad or tablet) to an existing unit:
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Locate the unit you’d like to update and click the house icon.
From the dropdown menu, select “Add Resident Contact.” -
Enter the name, phone number, and email for the new resident or device, then click “Done.”
The Number of Contacts (NOC) will automatically update to reflect the addition.
To view all contacts assigned to that unit, click the arrow next to the house icon.
Note: To pair a device such as a tablet or lobby screen, follow the same process as adding a resident. Each device must be added as a separate contact in order to receive its own unique pairing code.
Removing a Resident from a Unit
You can add or remove residents at any time — either immediately or for a future date.
To remove a resident:
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Click the house icon next to the unit.
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Select “Remove Resident” from the dropdown menu.
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Choose the removal date (now or in the future), then click “Submit” to confirm.
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Click “+ Add Residence.”
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Enter the Unit Number and/or a Label (e.g., "Penthouse" or "Smith").
This information will appear on the intercom screen.
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Select the Move-In Date — this can be today or a future date — then click “Submit.”
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Add the tenant’s Name, Phone Number, and Email, then click “Done.”
Your new unit and resident will now be added to the system and ready for pairing.
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Click “Add Residence.”
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Uncheck the option for “Keyless Entry Only.”
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From the Label dropdown menu, select the appropriate option for the unit or space.
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Click “Submit.”
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A new window will open, allowing you to enter any additional information if needed.
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To share the PIN code, you can copy it manually or click the icon on the left, which will open a pre-filled email you can send directly to the intended recipient.
How Property Managers Can Share Pin Codes with Couriers
To ensure secure and efficient deliveries, property managers should follow these steps when sharing building pin codes with couriers:
1. Set Up Keyless Access Buttons in the Whoo Console
- Log In to the Whoo Console: Access your property’s account in the Whoo console.
- Create Keyless Buttons: Add a button for each courier (FedEx, UPS, USPS,) in the system.
- Free of Charge: These buttons are complimentary and designed to simplify access for couriers.
- Label Each Button Clearly: Assign clear, courier-specific names such as *FedEx Access*, *UPS Delivery*, *USPS Entry*, or *Management*.
2. Contact Courier Offices
- Locate Contact Information: Identify the regional or local office contact details for each courier.
- Courier-Specific Preferences:
- FedEx & UPS: Use email to submit building codes and access instructions.
- USPS: Visit or call your local post office, as they may require a physical form or additional confirmation.
3. Share Key Information
When communicating with couriers, provide the following details:
- Building Address: Include full details for clarity.
- Assigned Pin Codes: Specify codes for entry through the intercom system.
- Delivery Instructions: Highlight access hours, designated drop-off locations, or any other special instructions.
4. Explain Keyless Buttons
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Inform couriers that the keyless buttons are secure and user-friendly, providing hassle-free entry for authorized drivers.
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Highlight that this system simplifies the delivery process. Simply add the pin code under the "DELIVERIES" section in the intercom system.
5. Confirm Receipt
- Request confirmation from the courier office to ensure the codes have been received and properly distributed to their drivers.
- For Amazon, verify receipt through their platform or delivery support team.
6. Maintain Ongoing Communication
- Update Promptly: Inform couriers immediately about any changes to pin codes or delivery instructions.
- Encourage Feedback: Let couriers know they can contact the property manager if they encounter issues accessing the building.